TRIO World School
Managed by TRIO VIDYAKKENDRA TRUST
Effective Date: 30/10/2026 | Last Updated: 30/10/2026
Please also review our website terms and conditions for Trio World School.
1. Introduction
At TRIO World School, we respect the privacy of our students, parents, guardians, staff and everyone who interacts with our school. We understand that families entrust us with important personal information, particularly information relating to their children.
- • Commitment: We are committed to collecting and using personal information responsibly, maintaining appropriate safeguards, and ensuring transparency about how information is used and shared.
- • Scope: This Privacy Policy explains how TRIO World School collects, processes, stores, protects, and shares personal information through its website, admission processes, academic programmes, and school operations.
- • Legal Framework: Our privacy practices are guided by applicable Indian laws, including the Information Technology Act, 2000 and relevant rules, the Digital Personal Data Protection Act, 2023, the Digital Personal Data Protection Rules, 2025, and other applicable educational and child-protection requirements, as their respective provisions apply.
2. Information We Collect
Depending on the nature of your interaction with the school, we may collect the following information:
a. Website Visitors and Admission Enquiries
- • Personal details including names, email addresses, telephone numbers, and location.
- • Admission queries, preferred academic year, and prospective grade of the child.
- • Information voluntarily submitted through our website, enquiry forms, or waiting-list registration.
b. Student and Parent Information
- • Student's full name, date of birth, gender, nationality, residential address, and relevant identification details.
- • Parent or guardian names, contact details, occupations, and emergency contact details.
- • Previous school records, official admission documents, and Transfer Certificates (TC).
- • Academic assessments, examination results, attendance history, and term progress reports.
- • Health information, allergies, medical requirements, and specialized learning-support details.
- • Transport routing, fee-related records, and general administrative information.
- • Information required for board examination registration and statutory government educational reporting.
c. School Activities and Safety
- • Information relating to competitions, excursions, field trips, school events, and co-curricular programs.
- • Student achievements, leadership positions, awards, and milestones.
- • Photographs, audio/video recordings, and official media documentation of campus activities.
- • Authorised campus access logs, visitor gate registers, CCTV surveillance footage, and school transport tracking.
d. Website and Technical Information
- • Technical information such as IP address, browser type, operating system, and hardware/device specifications.
- • Website browsing interactions, session durations, pages viewed, and referring URLs.
- • Cookies and analytical identifiers where relevant to website functionality, security, and performance.
We aim to collect only information reasonably necessary for the relevant educational, administrative, safety or statutory purpose.
3. How We Use Personal Information
We may use personal information to:
- • Respond to admission enquiries and process student applications.
- • Register students and maintain comprehensive academic and institutional records.
- • Deliver academic programmes, classroom curriculum, and educational services.
- • Monitor student attendance, evaluate assessments, and track learning progress.
- • Facilitate CISCE registration, ICSE and ISC board examinations, and official certification.
- • Support student health, campus safety, pastoral counselling, and general wellbeing.
- • Organise educational trips, competitions, sports tournaments, and co-curricular activities.
- • Communicate with parents and guardians regarding academic progress, circulars, and school events.
- • Administer school transport routes, fee collections, payment processing, and other school services.
- • Submit mandatory educational data to authorised government departments and statutory bodies.
- • Maintain website security, platform functionality, and continuous service quality.
- • Meet other applicable legal, statutory, and regulatory obligations.
Personal information will be processed with valid consent where required or on another basis permitted by applicable law.
4. Sharing Student Information with Government Authorities
TRIO World School may be required or otherwise lawfully authorised to submit relevant student information to the Karnataka State Education Department, Central Government education authorities and other competent statutory bodies.
Authorised Government Portals & Systems:
- • SATS (Student Achievement Tracking System): Karnataka Government's student registration and tracking system.
- • UDISE+ (Unified District Information System for Education Plus): The national education information database.
- • PEN (Permanent Education Number): Student identification information maintained through authorised education systems.
- • Other State & Central Government Portals: Statutory portals used for enrolment verification, reporting, and educational administration.
Compliance Protocols:
- • Information shared includes identification details, enrolment records, attendance, and academic particulars relevant to the authorised purpose.
- • Disclosures mandated by legislation will comply strictly with the governing statutory procedures.
- • Where consent is the required basis for processing, appropriate parental or guardian consent will be obtained.
- • The school will not treat a general admission declaration as unrestricted permission to share student information for unrelated purposes.
5. APAAR ID and Aadhaar-Related Information
- • APAAR Assistance: Where applicable, TRIO World School may assist parents with authorised student identification processes, including APAAR (Automated Permanent Academic Account Registry).
- • Parental Consent for Minors: Creation of an APAAR ID for a minor will follow the applicable government procedure, including separate parental consent wherever required.
- • Aadhaar Information Safeguards: Aadhaar-related information will be collected, verified, or shared only where permitted by applicable law and strictly necessary for an authorised purpose.
- • Voluntary Participation: Participation in voluntary identification schemes is treated separately from mandatory educational reporting, keeping parents informed of all choices.
6. CISCE and Examination-Related Data Sharing
As a CISCE-affiliated institution offering the ICSE and ISC programmes, TRIO World School may share relevant student information with the Council for the Indian School Certificate Examinations (CISCE) and its authorised examination systems.
Examination Data Sharing Scope:
- • Student registration and official identification particulars.
- • Subject selections, elective entries, and board examination rosters.
- • Attendance records and examination eligibility verification.
- • Internal assessments, coursework marks, and project-related scores.
- • Official board examination results, mark statements, and certification records.
- • Information necessary for identity verification, examination administration, and compliance with CISCE regulations.
- • Authorised educational institutions, assessment partners, or academic competition organizers where lawfully permitted.
7. School Systems and Third-Party Service Providers
TRIO World School may use authorised third-party service providers to support educational and administrative functions:
- • School ERP and parent communication software platforms.
- • Learning Management Systems (LMS) and educational technology software.
- • Website hosting, encrypted cloud storage, and institutional IT support services.
- • Online enquiry forms, automated notification platforms, and communication channels.
- • Payment gateways, banking partners, and financial service processors.
- • School transport operators, vehicle tracking systems, and campus safety-service providers.
- • Approved partner vendors organising educational excursions, sporting events, and co-curricular programs.
Vendor Safeguards:
- • Personal data is shared with providers solely for authorised purposes under strict confidentiality and security terms.
- • Service providers are contractually prohibited from using student or parent data for commercial or unrelated purposes.
- • Where information is processed or stored outside India, the school ensures full compliance with Indian data transfer laws.
8. Children's Privacy and Parental Consent
- • Verifiable Consent: Where required under applicable data protection laws, verifiable consent will be obtained from a parent or lawful guardian prior to processing a child’s personal data.
- • Purpose Transparency: Consent notices clearly specify the purpose and scope of processing, maintaining full records and withdrawal mechanisms.
- • No Targeted Ads or Tracking: The school strictly prohibits targeted advertising directed at children, as well as unauthorised tracking or behavioural monitoring.
- • Lawful Activities: Academic activities and student-safety protocols are conducted within parameters permitted by applicable law.
- • Parent Queries: Parents or lawful guardians are encouraged to contact the administration with any queries regarding their child's data.
9. Child Protection, Safeguarding and Mandatory Reporting
TRIO World School is dedicated to safeguarding children from abuse, exploitation, neglect, bullying, harassment, and other forms of harm:
- • Legal Framework: Strict compliance with the Protection of Children from Sexual Offences (POCSO) Act, 2012, Right of Children to Free and Compulsory Education (RTE) Act, 2009, Karnataka safety rules, and CISCE guidelines.
- • Immediate Reporting: Where an offence under the POCSO Act is known or apprehended, reporting to the Special Juvenile Police Unit or local police is legally mandatory, does not require parental consent, and cannot be delayed by internal reviews.
- • Statutory Disclosure: Safeguarding concerns may be documented and disclosed to law enforcement, Child Welfare Committees (CWC), or competent statutory bodies as legally mandated.
- • Confidentiality Protection: The identity and personal records of any child involved in safeguarding matters are strictly protected by law.
- • Restricted Records: Access to sensitive child-safety and safeguarding records is strictly limited to authorized personnel.
For further information, please refer to the school's Child Protection Policy and Child Safety information.
10. Student Health, Safety and Wellbeing
- • Health Records: The school collects medical information, emergency contacts, allergy profiles, counselling notes, and learning-support data to deliver adequate on-campus care.
- • Controlled Access: Medical and wellbeing information is accessible only to authorised personnel with a legitimate care responsibility.
- • Emergency Support: When vital to protect a child's health or safety, relevant details may be shared with doctors, hospitals, or emergency services.
- • Campus Security Systems: CCTV footage, campus visitor registers, and bus tracking records are maintained strictly for legitimate security, safety, and transport logistics.
11. Student Photographs, Videos and Media
- • Activity Documentation: School events, educational achievements, performances, athletic competitions, and projects may be documented via photographs and videos.
- • Institutional Use: Media may be used for school newsletters, yearbooks, internal communication apps, official websites, and approved social media.
- • Parental Consent for Public Media: Verifiable consent is obtained before publishing identifiable student photographs, videos, or interviews in external promotional media.
- • Equal Academic Access: Declining optional promotional-media consent will never affect a student's admission status or classroom participation.
- • Withdrawal Option: Parents may withdraw consent for future publications, and the school will take reasonable steps to update materials within its control.
- • Dignity & Privacy: Student media will never be used in a manner that compromises the student's safety, dignity, or privacy rights.
12. Website Cookies and Analytics
- • Functionality Cookies: Essential cookies and local storage tokens are used to enable website navigation, secure user sessions, and maintain performance.
- • Analytics & Tracking: Where analytics or performance trackers are deployed, appropriate information and consent mechanisms will be provided in compliance with applicable law.
- • Browser Controls: Visitors may configure, decline, or delete cookies at any time through their internet browser preferences.
- • Third-Party Notices: Further details regarding specific tracking tools and service integrations are detailed in relevant web notices.
13. Data Security
- • Robust Safeguards: TRIO World School adopts technical, physical, and administrative measures to protect personal data from loss, misuse, unauthorised access, or disclosure.
- • Access Controls: Protection includes encrypted storage, firewalls, secure credentials, routine system backups, and staff confidentiality obligations.
- • Authorised Access Only: Only staff members with legitimate educational, administrative, or statutory duties are granted access to student records.
- • Breach Management: In the event of a personal data breach, the school will initiate prompt remediation and notify affected individuals and competent authorities as legally required.
14. Data Retention and Deletion
- • Retention Principle: Information is kept only for the duration necessary to satisfy educational, administrative, and legal compliance requirements.
- • Specific Timelines: Distinct retention schedules apply to admission enquiries, enrolled student files, examination records, financial accounts, and security logs.
- • Mandatory Archival: Academic transcripts, marksheets, and transfer certificates are maintained in accordance with CISCE and state government archival mandates.
- • Secure Disposal: Data past its mandatory retention timeline is securely scrubbed, permanently deleted, or shredded in accordance with disposal guidelines.
15. Rights of Parents, Students and Other Individuals
Subject to applicable data-protection laws, eligible parents, guardians, and individuals have the right to:
- • Request a summary of personal information held and processed by the school.
- • Request corrections, updates, or completion of inaccurate or outdated information.
- • Request erasure of personal data where retention is no longer legally justified.
- • Withdraw consent for processing activities that were initiated on a consent basis.
- • Raise privacy-related grievances or register official complaints.
- • Nominate an authorized representative to exercise data rights in the event of incapacity or death.
Verification & Process:
- • Requests concerning student data require proof of identity and verification of parental or legal guardian authority.
- • Consent withdrawal does not restrict retention or processing that is otherwise required by law.
- • The school provides clear communication channels and responds within timelines stipulated by law.
16. Communications and Marketing
- • School Communications: The school regularly contacts parents regarding academic updates, circulars, fee reminders, bus schedules, and events.
- • Promotional Updates: Optional marketing messages concerning future admissions or open houses are shared strictly in accordance with consent choices.
- • Opt-Out Rights: Parents may opt out of promotional messages at any time without impacting essential school notices or academic alerts.
17. External Websites and Links
- • Third-Party Portals: The website may contain links to examination boards, educational tools, payment gateways, and third-party resources.
- • Independent Terms: External websites operate under their own terms and privacy statements; visitors should review them prior to submitting data.
- • Vendor Compliance: Third parties processing data on behalf of the school remain bound to the school's contractual privacy benchmarks.
18. Changes to This Privacy Policy
- • Regular Updates: TRIO World School may update this Privacy Policy periodically to reflect legal changes, operational adjustments, or technological advancements.
- • Effective Date: The revised policy version along with its updated date will be published promptly on the school website.
- • Substantial Alterations: Material revisions that alter data practices will be communicated via appropriate notices or fresh consent requests as required.
19. Privacy Enquiries and Grievance Redressal
Parents, guardians, students, and visitors may contact the school authorities regarding any questions, record updates, or grievance redressal: